OPERATING YOUR SERVICE DRIVE WITHOUT A DMS 

This outlines the service processes that can be completed in myKaarma w/o DMS Integration.

Quick Links

• For a more detailed overview, please Click Here.
• To enroll in our complimentary offerings please Click Here.
• Enhancements by day please Click Here.

1. Appointment: Scheduling an Appointment (Advisors and BDC):

Enroll in our Scheduler Product complimentary for 30 days. Click here for details
You can do the following through our Base Scheduler Product:

1. Customers can book appointments via your online scheduler
2. Employees can Schedule Appointments via the myKaarma Desktop App
3. Capacities can be set within the Scheduler Admin Tool
4. Roll appointments over to Inspections in ServiceCart

• We are working to create a process for uploading these ROs to your DMS once your DMS is back online.

2. Check-in: Checking Customers in with Mobile Check-in (Advisors):

Enroll in our Mobile check-in product complimentary for 30 days. Click here for details.
You can do the following through our Mobile Check-in Product:

1. Check customers in from scheduled appointments
2. Check customers in that are Walk-ins
3. Take a video walkaround
4. Adjust labor pricing and add menu items and recalls
5. Generate an RO in ServiceCart

• Once DMS Integration is reinstated, we will be working to reconcile ROs completed outside of the DMS. This will be available to dealers with scheduler integration.

6. Share and print the Estimate at time of Check-in

•  Printing Estimates will only work on Apple Airplay enabled printers.

3. Communicate: Communicating with Customers (Advisors):

You can do the following through our Communications Product:

1. Text, Call, Email
2. Add New Customers/Update Existing Customers

• Any customer detail changes made or new customers added while DMS integration is offline will not be sent to the DMS to update the DMS contact information

4. Estimate: Filling Out Inspections with ServiceCart (Techs, Advisors, and Parts):

You can do the following through our ServiceCart Product:

1. Create Inspections

• Manually create an RO in our Mobile Check-in Tool or via the training tab located under settings.
• ROs will populate in your route sheet with an “myk” prefix as they are not synced with the DMS

2. Manage ROs on the Route Sheet
3. 🆕Punch in/out on Warranty Lines

• You can now do this per repair line via the Start/Stop buttons in ServiceCart!

4. Build your Estimate

• Technicians will be able to record videos and input inspection findings
• Parts and Advisors will be able to build estimates: Opcodes and Parts pricing is pulled from our myKaarma database that was synced before the DMS went down, so parts pricing should reflect the last input made by your team for that specific repair item.

5. Send Estimate to customer with Video and receive approvals via Text and Email
6. Create an invoice via myKaarma

• This can not print directly on DMS printers.

5. Payments: Sending and Taking Payments (Advisors and Cashiers):

You can do the following through our Payment Product:

1. Send payment requests

• Be sure to save an invoice copy and attach to the payment request.

2. Take payments

• There are 4 specific use cases for how to send out payment requests/take payment, if you’re already enrolled we will share more detail via email!
• Payment Settlement Reports are not available as we are not able to pass on payment information to the DMS while they are down.

6. Transition: When the DMS is Back Online

🆕(7/16) DATA SYNC UPDATED: Great news! CDK Integration is now fully restored for all new repair orders generated but we're not stopping there. 

Our goal is to launch a simple method to synchronize the data generated during the DMS outage by the end of July. We're also enhancing our system for OEM reporting to ensure your efforts during the outage completed in myKaarma are fully credited. Stay tuned for our next update, which will provide more details and a timeline for our upcoming Data Syncing and Reconciliation tools.

(7/11/24) IMPORTANT UPDATE: myKaarma’s CDK Integration has been restored today, July 11th.

All CDK dealers that have not formally requested a delay on integration should be back to business as usual! From today, Thursday July 11th, forward all new ROs created in CDK will show in myKaarma and trigger the same automations (like welcome messages, follow ups, ServiceCart Inspection creation, and more) that were set up for your dealership before the outage. All RO’s open before 7/11/2024 will not trigger any of the mentioned automations to avoid noise for your customers and team.

Are you wondering:

• Are you wondering what you should do if you are still manually creating/reconciling RO’s?
• Are you wondering how myKaarma will ensure CDK and myKaarma data is in sync?

Check the update below for answers ⬇️

(7/9/24-7/10/24) IMPORTANT UPDATE: myKaarma’s CDK Integration is expected to be restored on July 11th.  

We have good news! We have finalized our testing and myKaarma’s CDK Integration is expected to be restored on July 11th. On Thursday July 11th, all new repair orders created in CDK will show in myKaarma and trigger the same automations (welcome messages, follow ups, ServiceCart Inspection creation, and more) that were set up for your dealership before the outage. All RO’s created during the outage between 6/19/2024 and 7/11/2024 will not trigger any of the mentioned automations to avoid noise for your customers and team.

WHAT SHOULD WE DO IF WE ARE STILL RECONCILING RO’S?

• Please add the op-code “CDKOUT” in CDK using the UOC function and ensure that is NOT set as a complaint code. Add this “CDKOUT” op-code to all orders you are creating for reconciliation purposes on or after Thursday July 11th.

• The “CDKOUT” op-code will prevent customers that were in for service during the CDK outage from receiving unwanted text messages that may not make sense to them at this time.

HOW WILL MYKAARMA ENSURE CDK AND MYKAARMA DATA IS IN SYNC?

• We are working to make the database of ROs created during the outage available to your team in myKaarma. Once available, you will have the ability to sync what is in your DMS with myKaarma and what is in myKaarma with your DMS. Our plan is to have this feature available to you by 7/15/2024 and give your team the ability to do things like:

• Merge “myK” prefix inspections created in myKaarma with ROs you’ve manually created in CDK
• Create RO history in myKaarma for ROs fully completed in CDK
• Create ROs in CDK that were fully complete in myKaarma

🆕(7/2/24) IMPORTANT UPDATE: For dealers operating with a Live DMS but no myKaarma Integration

If you are manually reconciling or adding ROs into CDK, please know your customers will not receive any automated messaging when DMS integration is back to full operation! We are shutting off all automated messaging so customers do not get outdated automated welcome, follow up, or payment request messages to avoid overwhelming customers and staff with old communication. Once we receive a timeline from CDK on when all integrations will be back up and running, we will let you know when the Automated Messaging will be turned back on for your dealership.

ℹ️ What I should do now that I have access to the DMS but no myKaarma integration:

• Create the Repair order in DMS
• If you have ServiceCart, Manually create the repair order in myKaarma using the process that you have been using until now.
• If you have ServiceCart, Complete the inspection in myKaarma per the usual process
• Add all sold lines back into CDK and Close out the RO
• Once all DMS integrations are back online, you will be able to Merge your “myK” ROs with ROs created in your DMS so the ROs sync with what you have in the DMS.

• No lines will be pushed to the DMS during the Merge, it will only make it so the RO number in myKaarma matches what is in CDK to improve continuity across softwares

Reconciliation of “myK” RO Data

You can do the following to transition Appointment and Inspection information into you DMS:

1. 🆕Manually

• We have created a new report that is available in your Insights Library that give you access to the following information so you can transition it into your DMS as needed, for more detail Click Here and go to the “6. Transition” section:

1. Repair orders (Available to dealers using Mobile Check-in or ServiceCart)
2. Job lines that have been added to repair orders (Available if you are enrolled into ServiceCart)
3. Parts that have been added to jobs that have been created in myKaarma while the DMS has been inaccessible (Available if you are enrolled into ServiceCart)

2. 🔜Automatically (SUBJECT TO CHANGE) - Only Available once ALL DMS integration points are available for use (Waiting for timeline from DMS)

• Dealers that have been creating “myK” ROs WITHOUT ServiceCart MPI

1. We will be able to send the ROs over as appointments and transition those appointments to ROs in the DMS with all repairs added at the time of RO creation showing up as Original Requests if the dealer sets up Scheduler and Check in Integration.

1. NOTE: Original Request (OCR) RO lines will not have itemized parts

• Dealers that have been creating “myK” ROs WITH ServiceCart MPI

1. We will be able to send the ROs created in myKaarma to CDK, generate Appointments, and turn those Appointments into ROs. Those ROs will be available in the DMS with all repairs added at the time of RO creation showing up as Original Requests and all added recommendation lines added during the inspection with the attached itemized parts to those added lines if you have set up Scheduler, Check In, and RO Writeback Integration

1. NOTE: Original Request (OCR) RO lines will not have itemized parts